Programs and Operations Coordinator | Hamad Bin Khalifa University

Job Description

Hamad Bin Khalifa University (HBKU), a member of the Qatar Foundation for Education, Science, and Community Development (QF), was founded in 2010 to continue fulfilling QF’s vision of unlocking human potential. HBKU is a homegrown research and graduate studies University that acts as a catalyst for positive transformation in Qatar and the region while having a global impact.

An endeavor by Qatar Foundation, powered by Hamad Bin Khalifa University (HBKU) and managed through the Office of the President, Arab Global Scholars (AGS) is an innovation-focused community that connects Arab scholars, innovators, research institutes, and industry partners to advance science, research and capacity-building projects for the benefit of Qatar and the broader Arab world. 

Position

HBKU seeks applications for the position of Programs and Operations Coordinator. The applicant will be responsible for supporting the effective delivery of the Arab Global Scholars (AGS) program by coordinating communications, outreach activities, events, and administrative tasks, ensuring smooth operations and consistent engagement with students, partners, and the AGS community.

Description

• Develop coordination processes to support fellowship activities, including reviewing applications, assessing documentation, and preparing selection materials.
• Support accurate communication and program planning to research information relevant to AGS participants, partners, and events.
• Facilitate communication with AGS community members, students, and partners to support engagement, follow-up, and collaboration.
• Analyze program data, engagement patterns, and feedback to recommend improvements that support smooth operations.
• Document all interactions, updates, and program activities to maintain accurate records for internal use and reporting purposes.
• Coordinate and implement logistics for meetings, workshops, and events, including travel arrangements, venue bookings, and preparation of required materials.
• Draft communication content for AGS platforms, newsletters, announcements, and social media channels, ensuring clarity and alignment with program objectives.
• Inspect program trackers, schedules, and communication tools to verify that information is up to date and aligned with ongoing activities.
• Report on progress, engagement, and operational requirements by preparing summaries, updates, and documentation.
• Adhere to HBKU procedures and administrative requirements by supporting scheduling, expense tracking, procurement coordination, and document preparation.
• Coordinate with external service providers during events or assigned tasks to ensure deliverables meet required standards.
• Follow up with internal and external stakeholders to ensure timely completion of assigned actions and support smooth execution of program plans.
• Other reasonable tasks as assigned by the supervisor.

Qualifications and skills

• Bachelor’s degree in a relevant field.
• 6–8 years of experience in program coordination, operations, or administrative roles.
• Experience in academic, nonprofit, or research settings is an advantage.
• Familiarity with international collaboration, funding programs, and capacity-building initiatives is beneficial.
• Strong interpersonal skills with the ability to engage effectively with diverse stakeholders.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities.
• Proficiency in English is required; Arabic proficiency is preferred.
• Excellent written and verbal communication skills with the ability to draft and edit reports, correspondence, and program materials clearly and concisely.
• Proficiency in Microsoft Office and Google Workspace, with the ability to learn new software and tools.